A Record Center Is Not An Archives: Dispatches from a ARM sector change

Welcome back from SAA! Or, if like me, you were #saaleftbehind, welcome back from the weekend, I guess. I’ve been pretty quiet on The Schedule for a while; part of that has been my natural tendency to fall behind on blog posts, but the other part has been this:
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That’s right! In case you missed it on social media or in the MAC Newsletter, I have left my position of 10 years as University Records Archivist at UWM and moved across town to become the Records Officer and Document Services Manager for the City of Milwaukee. In some ways it’s kind of an odd position, born out of the Document Services Section’s previous life as Milwaukee Printing and Records. I manage the City’s Records Management program, yes, but also the City Records Center, the City’s imaging service for long-term inactive records (previously the microfilming service), and, for some reason, the City Mailroom (which has of course had the most major issues crop up, since it’s the part of this job I know the least about). Despite this sort of odd present, the position has an exciting future—City Records is going to be merging with the Legislative Reference Bureau library and the Historic Preservation Office to create a City Research Center, the nature of which is still being determined. Coming in now thus gives me a great opportunity to help shape not just my position, but the way that active, inactive, and archival information is managed across the whole city going forward.

But anyway! Local government! I’ve spent most of my career doing Archives and Records Management in an academic setting, and have a pretty good chunk of experience from undergrad and grad school working in a Federal government records setting, but municipal government is a new beast for me (and for this blog, I think!). Don’t get me wrong—I am enjoying the challenge of working in a new context, but it IS a challenge. Moving to a new institution and setting has given me a lot to chew over and learn about. For the sake of not writing a 5000-word post, three examples:

Continue reading “A Record Center Is Not An Archives: Dispatches from a ARM sector change”

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Request for information: RM bibliography

As Beth Cron posted last December, the Records Management Section steering committee has been working to update the Records and Information Bibliography that was first published in 2008.  We chose to make this new version accessible through Zotero so it can be more dynamic and collaborative.

This is where you come in: we’d like to invite volunteers who can assist us with revisions.  While we’ve tried to update broken links and remove dated or inaccessible resources, we know there are recent studies and articles that have been overlooked.  You are welcome to submit individual items for inclusion, but we’re also seeking volunteers who’d be willing to take on a systematic search through a particular journal.  Here are the publications whose resources we’d like to include in our bibliography:

To contribute to the bibliography, you must first create a Zotero account.  Then you can request access to join the SAA RMRT Group.  Please contact Courtney Bailey if you are willing to review the 2008-present articles of one of the above publications to identify the relevant records management articles.  Thanks in advance for helping us improve this valuable resource.

Records Management Outreach to Elementary Schools and Colleges

It all started in the beginning of the year.  My school sent out a call to parents and guardians to see who would be interested in coming to our school’s career day.  Guest speakers were sought to provide students with meaningful experiences that motivate and promote career/college readiness.  There had already been curiosity centering on the media center. What did the library media specialist do for the students?

Whenever students had free time (recess and/or lunch), they would volunteer to come and help the library media specialist in the library.  Shelving books was a popular job.  As the same students would come to the media center, they started to make the connection to information collected on them when they would check books out.  What was this all about?

The students started to understand about library records.  The library database could alert the library media specialist when books were overdue or tell her where books were located in the library collection.   All of this information could be found in a record.  The students wanted to know how records could help in different job positions.  To answer this question, Career Day speakers were found to explain their positions which also helped the students understand the importance of records for institutions, media centers, and presidential collections.

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Suddenly, the students were exposed to a type of job that they never really thought about—the archivist.  Students found out that this job can be an adventure.  “Without archives many stories of real people would be lost, and along with those stories, vital clues that allow us to reflect and interpret our lives today” (Laura A. Millar, Archives: Principles and practices, p. 74, https://goo.gl/7MVzX2).

This job type helps researchers, such as students, to gain access to information that they may need for various projects during their schooling.  Archivists preserve documents (papers, books, etc.) by keeping them in an order that would help students find the documents when needed but easy to find when stored in bookcases.  The archivist knows the documents and the authors who had written them so that they could better find documents meeting students’ informational needs.  This information can be about something from the past that could help the students understand a topic in the present.

This development started me to create an archive of interested career day speakers who want students to know that people in the information management profession are very important people to know.  This has expanded into a need for my college students as well.

Just because the students are not studying in that major does not mean that they do not want to know about it. They need to be informed that such major and/or position exists.  This will expand and open new possibilities for the students and for all of us.  Actually, this opens new doors to other ways to find information to meet students’  informational needs.

Want to join this archive of career speakers for elementary and college students?  Please fill in the form at this link:  https://goo.gl/forms/ejEOUPImQvveKqzp2

 

 

Resourceful Records Managers

Our third Resourceful Records Manager! If you want to be included contact Jessika Drmacich at jgd1(at)williams(dot)edu!

Alex Toner, University of Pittsburgh, University Records Manager

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1. What led you to choose your current career in Records Management?

I was serving as the archives and records manager in the Office of the University Registrar when my current position became available. It was an exciting opportunity to expand my records management interest while at the same time not straying further from my archival roots. At Pitt, the University Records Management Program is part of the University Library System, based out of the Archives Service Center. It’s been a good fit.

2. What is your educational background?

I earned my MLIS from the University of Pittsburgh in 2011. Prior to that I received a Bachelor’s in history and political science from Kent State University in 2008. I’ve been tiptoeing around professional certifications like the CRA or CRM, I just haven’t yet committed.

3. Do you or did you have a mentor who has helped you in the Records Management field?

There isn’t one particular person I can point to, however I would not be in the position I’m in now without the advice and support of many peers and colleagues along the way.

4. How did you first become interested in Records Management?

During my graduate work I thoroughly enjoyed the records management course offered within our MLIS track. I was drawn to the legal dynamic of records management, along with characteristics necessary for success such as relationship building, policy creation, project management, and direct collaboration with archives.

5. What is your role at your institution?

I am the University Records Manager, charged with managing our contractual services with the University’s storage vendor, as well as providing guidance, training, and consultations concerning records management best practices and relevant policies and regulations. I’m still able to don my archival hat from time-to-time and provide reference services, process materials, and explore the stacks!

6. What do you enjoy most about your job?

Records management has afforded me the opportunity to build relationships and partnerships across campus, which in turn as led to a wider understanding of the University and it’s mechanisms. This context is necessary for success in such a large institution. It’s these personal interactions that I find the most fulfilling.

7. What would you consider to be your career highlight or greatest success?

Last year I successfully navigated the University’s Records Management program through the international divestment and acquisition of our off-site storage vendor’s business operation. While there were scream-out-loud difficult periods, the URM program is in a stronger place after undergoing that process. My current priorities involve initiating a strategic overhaul of URM policy and procedures to strengthen the institution, which when completed, will be a definite highlight.

As a processing archivist in a prior position I processed over 100 collections during a two-year period. Exhausting, but a highlight nevertheless.

8. What type of institutional settings have you worked in? Corporate? Government? Higher education? If more than one, how do they differ?

Prior to moving into higher education, I worked for a regional, non-profit history museum.

9. What advice would you give to an individual considering Records Management as a career?

Don’t underestimate the skill set acquired through internships, graduate work, and even certification in traditional archival preparation, which can be leveraged into records management roles quite effectively. Conversely, don’t underestimate the value of working in a records management position as opposed to a archival setting. Skills honed as a records manager can only make you a more well-rounded records professional overall. The network you build is often more important than a single position. Plus, you get to meet scores of great people and explore offices and buildings otherwise inaccessible!

10. Do you belong to any professional organizations (SAA, ARMA…)?

I’m a member of SAA and MARAC. Similarly to professional certifications, I’ve been contemplating joining ARMA and attending their national conference, but it’s just so darn expensive! However, I have engaged with Pittsburgh’s ARMA chapter.

11. Thoughts on the future of records management?

At our core, records manager and archivists are information managers, or information curators. Some of that information may be primary, direct, and historically important and significant. Some of it may be actively used and functionally vital at present, only to be destroyed in several years. Regardless, information is ubiquitous in nearly all facets of professional and personal life. As records professionals we need to continue to leverage our experience and expertise as stakeholders in information management, beyond the confines of traditional roles. Records, and the information they contain, are everywhere, connecting everything. As records professional, we must advocate that we play a important role in managing information now and for the future, and remain connected ourselves as record management roles evolve.

12. What do you perceive as the biggest challenges in the Records Management field?

One of the biggest challenges that I encounter is one of perception. To me, there is a intangible difference between corporate-orientated records management positions, and those in higher education or non-profits. In order to attract younger professionals, we need to adjust what could be perceived as a starchy, compliance-oriented profession to that of a role of true records and information professional. We’re managing the information that makes organizations flow, businesses run, cities function, and people succeed. The field should strive to evoke a perception of engagement, dynamism, and fun! This isn’t your father’s records management. That, and the proliferation of electronic records and email. Big challenge.

13. Besides focusing on work, what are some of your other interests or hobbies?

My wife and I just bought our first home, so I’ve been totally consumed by a kitchen renovation of late. Otherwise, I enjoying running regularly and playing guitar, checking box scores, reading non-fiction, playing 18, keeping up with my friends and family, and traveling with my wife.

14. Do you have a quote you live by?

“Far better is it to dare mighty things, to win glorious triumphs, even though checkered by failure, than to take rank with those poor spirits who neither enjoy much nor suffer much because they live in the gray twilight that knows neither victory nor defeat.” – Theodore Roosevelt

 

 

Managing Federal and Presidential Records

Mark your calendars for the next Records Management Section Google Hangout!

On Thursday, July 6 at noon Eastern, the Records Management Section will be hosting a hangout on the Federal Records Act and the Presidential Records Act. We will be joined by Gary Stern, (General Counsel), Hannah Bergman (Assistant General Counsel), John Laster (Director, Presidential Materials Division), and Laurence Brewer (Chief Records Officer for the U.S. Government) all from the National Archives and Records Administration (NARA).

You may have additional questions after reading NARA’s Role in Preserving Presidential and Federal Records by David Ferriero, Archivist of the United States, in the latest Archival Outlook. Here is your chance to ask!

Be sure to tune in live to ask questions or watch later at your convenience. You can view the Hangout here.

We will be accepting questions for our speakers from you.  If you have a question or topic for discussion please leave it as a comment here or use the #saarmrt hashtag on Twitter.  We will also monitor the comments on the YouTube live streaming page.

Revising a Retention Schedule: Lessons Learned

This spring, Michigan State University completed the first phase of a multi-year records retention schedule project by revising the Human Resources Records Retention Schedule. The new schedule, which is the first major revision since 1990, aligns with regulations and best practices, is easier to read, and clearly identifies a number of active and legacy business systems as well as offices of record for each record series.

The first phase of the project took over two years to complete and involved significant support from a number of critical stakeholders, including Human Resources, Academic Human Resources, Office of Inclusion and Intercultural Initiatives, and General Counsel. Before jumping into the next phase of the project (Fiscal Records, here I come!), I wanted to reflect on some lessons learned regarding retention schedule revisions. Continue reading “Revising a Retention Schedule: Lessons Learned”

Resourceful Records Managers

Her is our second post in the Resourceful Records Managers series!

If you are interested in sharing your journey as a Records Manager please contact me at jgd1(at)williams(dot)edu.

Name: 

Fred Grevin

Institution and Job Title: 

New York City Economic Development Corporation (NYCEDC). Vice-President, Records Management.

1. What led you to choose your current career in Records Management?

I didn’t really choose Records and Information Management (RIM), I drifted into it. My academic degree is in archaeology and art history. I ended up working in micrographics, one of the leading edge technologies of the 1970s and 1980s. In the early 1990s, almost by accident, I took on a new technology challenge: organisation-wide deployment and support of personal computer systems (whilst still working in micrographics). That’s when the drift to RIM began, as large-scale programs in both micrographics and computer systems accumulated vast quantities of records. I had been a member of micrographics and photographic professional societies since the late 1970s, so now I joined ARMA and, eventually, the IEEE Computer Society, and thus began the trek to RIM.

2. What is your educational background?

I have a “licence ès lettres” (the equivalent of a BA) in Classical and Gallo-Roman Archaeology and Medieval Art History from the University of Dijon (France). I began coursework for an MLS at Columbia University in the early 1980s, but moved to West Germany before i completed the degree program.

3. What is your role at your institution?

I preside over the 4 full-time staff of the RM Department, which means I try to give them what they need and then get out of their way.

4. What do you enjoy most about your job?

“Satisfied customers” but, really, watching my staff thrill NYCEDC with their sleuthing work. They are truly amazing!

5. What would you consider to be your career highlight or greatest success?

Bringing together people who share common needs, in any profession.

6. What type of institutional settings have you worked in? Corporate? Government? Higher education? If more than one, how do they differ?

Primarily government and quasi-governmental, but also academic (teaching). RIM in government is often an exercise in frustration, but can also be tremendously effective when it works. Teaching is really a two-way street: the teacher learns as much as she/he teaches.

7. What advice would you give to an individual considering Records Management as a career?

RIM is always about people and institutions. And no educational, working or life experience is EVER wasted; learn to use them all.

8. Do you belong to any professional organizations (SAA, ARMA…)

ARMA, ART, IEEE Computer Society, IS&T, and SAA.

9. Thoughts on the future of records management?

Whether you call it RIM or Information Governance, it has a HUGE future (and a decently-paid one, at that). And it’s FUN!

10. What do you perceive as the biggest challenges in the Records Management field?

Convincing Executive Management and IT that it’s about more than shuffling boxes of paper…..

11. Besides focusing on work, what are some of your other interests or hobbies?

I have an amazing (2E) son and a wonderful wife who is a freelance classical musician. All three of us love reading (HUGE book collection!). Watching interesting movies (recently: “The Queen of Katwe” and “Arrival”).

12. Do you have a quote you live by?

“Who will watch the guards?” (“quis custodiet ipsos custodes” Juvenal, Satires 6.347-48)